YBP and Alma

Report
Monographic Acquisitions
Workflow Integration:
YBP and Alma
Diane Baden
Head of Monographic Services
O’Neill Library, Boston College
IGeLU
September 9, 2013
Outline
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About BC
Alma Development
Workflows
Import Profiles
Challenges and Wishes
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BC Facts and Figures
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Research university
13,500 FTE (9,000 undergrad)
O’Neill Library
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2.2 million volumes (ARL definition): FY12
$8.5 million materials budget ($1.5 million
monographs): FY13
436,000 e-books (incl. large packages like EEBO
and ECCO)
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Alma Development Partner
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Go live (first in world) – July 2, 2012
Worked early on integration with YBP to support
workflows
BC was testing the import profiling on existing
workflows, so made few changes
YBP very responsive to changes in technical specs
to support Alma
We load EODs from other vendors: Harrassowitz,
Aux Amateurs, etc.
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Workflow Basics
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We place orders directly in GOBI and receive EOCRs
(Electronic Order Confirmation Record - brief bibs with
embedded order data)
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Similar process with Harrassowitz and Aux Amateurs:
orders placed in their systems, files of records sent
We use the Vendor Reference Number to match orders
and invoices
Most YBP materials come shelf-ready, fully processed
Shelf-ready shipments are sorted by presence or
absence of spine labels to determine workflow
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Import Profiles and Normalization
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Many import profiles
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Multiple libraries, vendors, material types
Easy to configure and manage
Many files picked up and loaded via automated
FTP
Some picked up and loaded manually
Normalization routines modify MARC records as
desired
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Import Profiles
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YBP Tech Specs
Print Books
Field
020
035
049
100
245
250
260
490
980
981
993
Subfield
$a
$b
$a
$a
$a
$a
$a
$b
$c
$a
$a
$b
$f
$g
$b
$d
$e
$h
$a
Data Description
ISBN
YBP order key
Location
Author
Title
Edition
Place
Publisher
Year
Series
Date ordered (yymmdd )
List price (no explicit decimal)
YBP order key
Quantity
Fund code
Local data 1 [Notify]
Initials
Local data 2 [Library Note]
Volume
Notify maps to Interested User
E-Books
Field
020
035
049
100
Subfield
$a
$b
$a
$a
Data Description
ISBN
YBP order key
Location
Author
245
250
260
$a
$a
$a
$b
$c
$a
$a
$b
$f
$g
$b
$d
$e
$h
$a
Title
Edition
Place
Publisher
Year
Series
Date ordered (yymmdd )
List price (no explicit decimal)
YBP order key
Quantity
Fund code
Local data 1 [Notify]
Initials
Vendor option code
Volume
490
980
981
993
Vendor option code maps to Note,
shows e-book vendor and purchasing
model
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Workflow: Print Title Selection
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GOBI selection
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Selectors add titles to selection cart
Acquisitions staff place order in GOBI
EOCRs loaded daily: creates order record
Books shipped
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OCLC PromptCat record overlays bib
Item updated with barcode, call number added to
holdings
Student workers receive titles in Alma
EDI invoicing
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MARC EOCR
=LDR 00462nam 2200145z 4500
=008 120913n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u
=020 \\$a0230366309
=035 \\$b99950017014
=049 \\$aBXMM
=100 \\$aMATEI-CHESNOIU, MONICA, 1954=245 \\$aRE-IMAGINING WESTERN EUROPEAN
GEOGRAPHY IN ENGLISH RENAISSANCE DRAMA.
=260 \\$aBASINGSTOKE$bPALGRAVE MACMILLAN$c2012
=490 \\$aEARLY MODERN LITERATURE IN HISTORY.
=980 \\$a120912$b8000$f99950017014$g1
=981 \\$bENM$eMM
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EOCR Import Profile
Shows description of profile and
FTP instructions
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Normalization rules in MD Editor
This one is a legacy from our migration, not
necessary if set up YBP tech specs properly
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If finds match, adds the order to
existing bib record
Do publish in Primo; don’t
send to OCLC
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Create location
and item
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Create PO line
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Map locations (049 codes)
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PromptCat Firm Overlay
We remove 092 and 096 in our
Connexion exports
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Looking for a match
with the EOCR
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Add barcode
to item,
update
holdings with
call no. from
bib record
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Workflow: E-Book Title Selection
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GOBI selection
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Selectors choose e-book and provider, add to
selection cart
Acquisitions staff place order in GOBI
EOCRs loaded daily, creates order record
Titles activated by provider
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YBP catalog record overlays and adds URL
Alma activates and exposes via Primo
EDI invoicing
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E-Book EOCR
Don’t have URL yet
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rule "Copy 035 subfield b to 035 subfield a if it doesnt exist,
prefix with (YBP)"
when
(TRUE)
then
prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" )
changeSubField "035.b" to "a" if ( not exists "035.a" ) end
rule "Add subfield h to field 245 with text [electronic resource]"
when
(TRUE)
then
addSubField "245.h.[electronic resource]"
end
rule "add data field 655"
when
(TRUE)
then
addField "655.{-,0}.a.Electronic books. "
end
Normalization routine for e-book EOCRS
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YBP E-Book Catalog Record
YBP catalog record contains URL; add note for ebrary SUPO
default; field 940 local collection. PO line updating the same
as for print books.
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Workflow: Approval Shipments
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GOBI auto-ship
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OCLC PromptCat records loaded
Creates order records, holdings, items
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Similar process for other approval vendors supplying
brief bibs and order records: Harrassowitz, Aux
Amateurs, etc.
Books arrive
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Student workers receive titles in Alma
EDI invoicing
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PromptCat Approvals
Add PO line if record
already exists
Barcode mapped into
item record
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Workflow: ebrary DDA
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DDA profiling from YBP slip plans
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Discovery records loaded from YBP
Alma creates inventory
Alma activates and exposes
Titles triggered
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YBP catalog record overlays with order creation
EDI invoicing
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rule "Copy 035 subfield b to 035 subfield a if it doesnt exist,
prefix with (YBP)"
when
(TRUE)
then
prefix "035.b" with "(YBP)" if ( not exists "035.b.*YBP*" )
changeSubField "035.b" to "a" if ( not exists "035.a" )
end
rule "remove - 533"
when
(TRUE)
then
RemoveField "533"
end
Take free YBP
discovery
records, not
customized
rule "add subfield y to field 856"
when
(TRUE)
then
addSubField "856.y.(Limited to one user at a time)"
end
Triggered titles
send new YBP
Cataloging
Record and
order information
as in firm
ordered e-books
rule "Add field 940 with 1st indicator =1, second indicator
empty, sub field a with text YBPDDA"
when
(TRUE)
then
addField "940.{1,-}.a.YBPDDA"
end
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Workflow: ebrary BLC DDA
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Consortial DDA profiling based on participating
publishers
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Discovery records loaded from YBP
Alma creates inventory
Alma activates and exposes
Titles triggered by any member
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YBP catalog record overlays with order creation
(technical)
Manually associate order with deposit PO line
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Technical means no
money involved. We
manually add the
associated PO line for
the original deposit
payment.
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Challenges
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Normalization rule needed to copy a field for order
updating (PromptCat issue)
Consortial DDA manual PO line addition
Purchase titles in DDA pool: have to manually delete
discovery records
E-books not linked to CKB
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Wishes
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Reduce record loading – GOBI talk directly to
Alma
Records update completely and correctly
Reduce (eliminate) manual interventions
Full e-book records in CKB linked to vendorsupplied order data
Automated profiling to weed DDA records
(remove from GOBI, ebrary, and Alma)
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Questions?
Thank you!
[email protected]
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